Tag Archives: technology

Getting Organized: The Digital Side

Genealogical Preparation, organization, , , , , , , ,

I’ve been going on and on about my binder organization methods for several weeks now. What about my digital organization? There are a couple of aspects that I will cover over a few posts, primarily: files on my computer and scanning/digitizing tips. This week, I’ll address how I organize my digital files so they match my binders (more or less).

I must admit that I did not come up with this idea on my own. We all stand on the shoulders of those who have figured things out before us. Every time you attend a lecture, an institute, a webinar, you learn something new, even if you thought you knew everything there was to know about a topic. At the Salt Lake Institute of Genealogy‘s (SLIG) first “Tech Day,” I attended a class by Cyndi Ingle (that famous lady from Cyndi’s List! and who is one of the moderators for the Facebook Group “The Genealogy Squad“) and learned a method that would allow my digital files to mirror what I had already created in my binders.

My binders are in chronological order. I don’t know why I hadn’t come up with a method on my own yet, but I hadn’t. I took Cyndi’s class “Coordinating the Cloud” which was about many technical topics, but the biggest takeaway for me was a file-naming system that I adopted for my digital files. (THANK YOU, CYNDI!) Basically, you can name your digital files in such a way that it will match your binders. Now, this might be a big “duh,” but for me, it was “a-ha!” I just hadn’t realized it yet. There are those moments when something should be so obvious but it isn’t for some reason. This was one of those moments.

So the file naming system goes like this:

YEAR-SURNAME FIRSTNAME – code or description of the document.jpg (or whatever file type it is)

For example:

  • 1850-HIGDON Joseph – census.jpg
  • 1853-HIGDON Joseph & RENFRO Malinda – MR.jpg   (marriage record)

And in my finder it looks like this:

DigitalBinders

Because of the way computers organize files, numbers come before letters. So by putting the year first, those files come before the children, just like my binders. You can choose some style things. I typically like to have the surname in all caps, it is just easier for my eye to land on it, however, in this example, you can see my inconsistency. It happens. Someday when I really want to procrastinate I’ll work on fixing these things.

If you have documents in the same year, you can put a month number (and a day if you wish) after the year and it will sort appropriately: 1851-06-15-HIGDON-Census.jpg. I currently use a, b, c, but may change my mind later if I get a lot of documents in the same year.

If you remember, my binders are organized by each couple and their children except the child I’m descended through. You can see in the image above that the child I’m descended through has a note in the folder name indicating where I will find that child’s information. The rest of the children have their own sub-folder and they are ordered by birth order using the notation “(ch#)” in the file name.

The eagle-eyed among you may have noticed some files with “wcit” in the filename. That is a duplicate of the image, usually, that has been copied into a word processing file (in my case I use Mac Pages, but you can use whichever software you desire). To that image, I’ve added a text box with the citation to the page to provide “separation safeguards” which prevent separation of an image from its source (citation) information.1 I want to save both the original and the citation-treated images in my digital folder.

This is a work in progress. I didn’t sit down and fix all of my digital files as soon as I learned this naming convention. (Who has the time?) I fix it as I work on various projects in my family. One of the things about getting organized is that it doesn’t happen overnight or in one session of organizing. Make a commitment to work on it 15 minutes a day, or an hour a week, or whatever timeframe works in your schedule.

But most of all, get started! And keep learning!

1. See standard number 8, “Separation Safeguards” in Board for Certification of Genealogists, Genealogy Standards, 2nd ed. (Nashville: Ancestry.com, 2019).↩

Top Tools I Use: Project Management

Genealogy Tools, , , ,

I have a lot of irons in the fire at any one time. Between client work, volunteer positions, speaking arrangements, and personal projects, I have a lot to keep track of. There are a lot of tools that can be used for this. I like Asana. It allows me to make categorized lists, with subtasks, and calendar reminders.

asana1

I find the interface to be easy to understand and set up. In the image above you can see some of my categories: Lectures, Volunteer Tasks, Calls for Papers, Personal Genealogy, Articles to Write. I also have a category for Client Projects, general business admin, and so on.

The sub-tasks allow you to keep track of more details. I use this most when there are smaller tasks to be finished as part of a larger project. For example, in the image below, you can see that I for upcoming speaking agreements, I keep track of when various contracts, forms, bio and headshot, syllabus and other materials are due. I also keep track of whether I’ve made travel and hotel arrangements, and any other details. You can also attach files and links.

asana2

Asana makes completing your to-do items fun by also playing cute animations when you click off your items.

gamification-asana-unicorn

There are many online videos, tutorials, and help files that help you get into the details of Asana. See some of these for more:

Tools like Asana can help you stay on top of all of your tasks. With so many tasks, projects, and responsibilities, I couldn’t live without it. Well, I could, but I’d be much more disorganized.

SLIG Tech Day Seeks Proposals

Genealogy Program, , ,

slig_logo_large_transparent-02The Salt Lake Institute of Genealogy (SLIG) held its first Tech Day this year prior to the regular week of classes. I presented a workshop on using Google’s MyMaps as a research tool. (I wrote about it here.) The SLIG program coordinators are seeking proposals and the Deadline has been extended to June 30, 2018. If you are a speaker, I highly recommend sending a proposal.

From their website:
“SLIG will hold its second annual SLIG Tech Day on Saturday, January 19, 2019 – the Saturday that follows SLIG and runs prior to the new SLIG Academy. Proposals will be accepted for half-day (3.5 hour) workshops and 1.5 hour classes on technology-related topics that will enhance participant research and documentation.”

You can read more about it and submit your proposals on their website.

Genealogical Gratitude – Technology

Genealogy General, ,

Assorted_smartphonesIn my last post I expressed by gratitude for the Internet, however, I am also thankful for technology in a more broad sense. In ten seconds, I can scan an aging photograph, have a copy on my computer and in another 10 seconds, I can send it to a distant cousin who may have never seen the photo. I am grateful for technologies like my scanner, computer, large monitor, smartphone with camera, iPad (with Kindle app), as well as software such as Reunion, Evernote, Google, WordPress, Photoshop, iChat, Skype, and so on.

The speed with which I can research, collect and manipulate data and share with others is astounding. Stop and look around your office, look at the apps on your smartphone, look at the Applications folder on your computer and just try to fathom how cool it all is, how utterly life-changing technology has been over the last 20 years!

I am super-grateful for my technology! How about you?

RootsTech 2013

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2013-04-15 12.10.40 pmIt has been about a month since I attended RootsTech. I wanted to let the dust settle a bit before I wrote about it. It was an enjoyable trip. As a mom of two kids, ages 10 and 12, it was a nice break from reality. Grandpa came and took care of the kids so my husband and I could attend. The best part was not having to worry if everyone had eaten or had their homework done.

The second best part was when we checked in at the conference hotel, we were told that the organizers of RootsTech had arranged for free self-parking and a free breakfast buffet every morning! That alone saved my husband and I around $200. What a deal! We also frequented a  restaurant that was new to us, the Blue Lemon. It had healthy food with gluten-free options that were reasonably priced and not at all far away from the conference center and library.

The conference itself was full of energy. If you’ve read anything about RootsTech (everyone else has already blogged about it by now) I’m sure you know that it was the biggest one yet with over 6,700 attendees! There were people I knew there that I never saw! It was very exciting and full of great ideas, forward thinkers and new products. I am going to highlight a few of my favorite programs or products beyond the big sponsors and obvious happenings of the conference, which have already been written about:

  • D. Joshua Taylor gave a very interesting program on “Gaming and Virtual Realities: Attracting the Next Generation of Genealogists” which highlighted some very intriguing comparisons between gamers and genealogists, probably most profound is that each group can sit at a screen and “waste” hours of time every day, yet neither feels like it is a waste of time. Also, each group, when they get really into it, keep amazing records. I know gamers who will keep detailed notes about how to solve the games or strategies that have worked, etc. Doesn’t that sound like a genealogist’s research log?
  • Evidentia was there showcasing their exciting new software that guides your research through the genealogical proof standard. You can download a free 30-day trial (for MAC or PC) at: http://ed4becky.com/products/evidentia/
  • Kin2 is still in Beta but it has some great potential to be a fun website. It uses Facebook connections and a large celebrity database to find out who you are related to and how. Currently there’s no gedcom upload possibilities yet, but when I spoke with the representative at the booth, he said that was one of the first things they would be implementing. Also, this site has some very cool pedigree charts, very modern looking and not at all like your basic pedigree chart.
  • Another new product that is “coming summer 2013” is HalfTale.com. It is sort of a collaborative blogging, family history, oral history tool. It is hard to describe, however the tour I was given had me very excited. Often I will email a relative and ask them a simple question “Do you know what happened to grandpa’s military uniform and medals?” to which I will get a several paragraph reply with all kinds of memories about that question and others. This site will be a way to collaboratively answer those questions and create “walls” or “pages” on various ancestors that many family members can contribute to. It’s not available yet, but you can sign up for a beta test account.

The worst part: the internet was either incredibly slow or at capacity and you couldn’t get on at all. For being a “tech” conference, you’d think they would plan on a lot of internet-ready gadgets. I like to look at the websites the speakers are showing, while they are talking, and was completely unable to. In addition, the hotel internet was very, very slow. So connectivity was limited for the week. Another aspect that was something of a let down for us, most of the sessions we attended seemed to be a bit basic for the level we are at. My husband, who is a developer, felt like many of the sessions he attended did not go into the depth he expected or would have liked to have attended. Personally, I attended several that were marked with “I” for intermediate in the program and felt that they were more like beginner level sessions. I struggled to find sessions that challenged me and brought me completely new ideas.

Overall, it was a very enjoyable experience. I enjoyed the exhibit hall the most, learning about new products, services, and learning opportunities as well as talking to other genealogists, developers, speakers and other collaborators. Next year, Rootstech will take place on February 6-8, 2014 again in the Salt Palace. I am looking forward to hopefully attending again with my hubby! We had a great time.